ADMINISTRATION ASSISTANT

SCP 3 (£22,737)

Responsible to The Town Clerk.

Objective:

To work with the Office Administrator and Finance Officer to provide the Council with high quality administrative support. To ensure that the Council’s services are delivered in an efficient fashion whether provided by staff or by an external contractor.

Current Specific Responsibilities:

- To liaise with the Office Administrator, regarding all relevant issues. Day to Day support will be provided by the Office Administrator.

- To act as the first point of contact for members of the public contacting the Council in person, email, or by telephone, and ensure that any queries are dealt with quickly and in a polite and helpful manner.

- To assist in all basic administration procedures within the office, i.e., post, taking phone calls, ordering of supplies, assisting with invoicing, and working with the Council’s Finance Officer in controlling the various sites utility costs, inputting invoices on the Councils Finance systems and other general finance duties.

- To assist in the day-to-day administration of allotment matters including upkeep of registers and maintaining the database of allotment tenants. To assist in dealing with all related correspondence, including invoicing and the collection of fees. To maintain a good working relationship with tenants and the local allotment association.

- To assist in the day-to-day administration of the Town Council’s wayleaves, including the collection of fees and maintaining the register.

- To assist the Office Administrator with the administration of all the council’s Annual Events.

- To assist the Town Clerk in implementing the decisions of the Council and its committees as and when required.

- To assist in maintaining an accurate filing system/ data base / SharePoint for all Town Council documents, invoices, deeds, land registrations, burial records etc.

- To attend training courses as required by the Council.

- To carry out any other duties as required by, or for, the Council, including working flexibly with other staff to ensure suitable staff cover etc, which is likely to involve having a good working knowledge of the work of other staff.

NB This job description is not intended to be an exhaustive list of all the tasks and responsibilities of the post. In line with Service needs, some tasks may need to change, and any changes will be made in consultation with the post holder.